Executive Assistant

City of Santa Fe Springs; Pensacola (FL); On-site; USD 57,000 - 66,000; Full time

Job summary

The City of Pensacola is seeking an Executive Assistant to support the Development Services Director with day-to-day operations, calendar management, meetings, travel, and office coordination.

The role requires a bachelor’s degree, 3 years of relevant experience (1 in administration), and a Florida license for equipment as applicable. You will prepare budgets, financial reports, and liaise with officials and the public.

Qualifications

• Bachelor’s degree in the appropriate discipline.
• Three (3) years of pertinent experience, one (1) of which must have been in an administrative capacity.
• Or an equivalent combination of education and experience.

Responsibilities

• Provides high-level administrative support to department directors and management by managing calendars, scheduling meetings, coordinating travel, and organizing daily operations.
• Prepares, monitors, and maintains departmental budgets and financial records.
• Coordinates board, committee, and City Council activities.
• Prepares, compiles, and maintains administrative, financial, and operational reports.
• Liaises with elected officials, City departments, governmental agencies, community organizations, vendors, and the public.
• Responds to inquiries from employees, elected officials, and the public.
• Coordinates departmental administrative functions and records management.
• Assists with contracts, grants, and special projects administration.
• Develops and maintains departmental administrative policies and records management practices.
• Maintains confidential information with discretion.
• Performs other related duties as assigned.

Skills

Managing calendars

Scheduling meetings

Coordinating travel

Organizing daily operations

Education

Bachelor’s degree in the appropriate discipline

Three (3) years of pertinent experience, one (1) of which must have been in an administrative capacity

Or an equivalent combination of education and experience

Job description

$56,638.40-$65,837.20 annually, depending on knowledge and experience.

$56,638.40-$65,837.20 annually, depending on knowledge and experience.

Qualifications

• Bachelor’s degree in the appropriate discipline,
• Three (3) years of pertinent experience, one (1) of which must have been in an administrative capacity;
• Or an equivalent combination of education and experience.

Licenses or Certifications

• Possession of an appropriate Florida State license for equipment operated and any license, training, or certification required by law or regulation to complete assigned tasks.

Special Requirements

• None.

The Executive Assistant is responsible administrative and professional work assisting the Development Services Director in the day-to-day functioning of the department.

Work is performed under the general direction of the Development Services Director, but the position requires the application of considerable independent judgement and initiative in carrying out assignments to a successful conclusion. Work is evaluated through review of results attained.

Essential Job Functions

• Provides high-level administrative support to department directors and management by managing calendars, scheduling meetings, coordinating travel, and organizing daily operations.
• Prepares, monitors, and maintains departmental budgets and financial records, including processing payroll, invoices, purchasing card documentation, reimbursements, and other financial transactions in accordance with City policies.
• Coordinates board, committee, and City Council activities, including preparing agendas, posting required public notices, attending meetings as needed, recording minutes, and processing agenda items.
• Prepares, compiles, and maintains technical, administrative, financial, statistical, and operational reports, correspondence, presentations, and official records.
• Serves as a liaison with elected officials, City departments, governmental agencies, community organizations, vendors, and the public by coordinating activities and facilitating communication.
• Responds to inquiries from employees, elected officials, and the public by providing information, screening and directing calls, assisting visitors, and resolving administrative issues within established authority.
• Coordinates departmental administrative functions, including personnel-related processes, travel and training, records management, office supply inventory, and compliance with applicable policies and procedures.
• Assists with the administration of contracts, agreements, grants, and special projects, including research, tracking, documentation, reimbursement processing, and ensuring compliance with applicable requirements.
• Develops, implements, and maintains departmental administrative policies, procedures, and records management practices in support of efficient operations.
• Maintains confidential and sensitive information while exercising sound judgement, discretion, and professionalism in handling administrative, personnel, financial, and operational matters.
• Performs other related duties as assigned.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Knowledge, Skills And Abilities

• Knowledge of pertinent theory, methods, procedures, and skills.
• Knowledge of Federal, State, and local laws and ordinances governing the activities of the department.
• Knowledge of departmental rules and regulations.
• Knowledge of city rules and regulations, policies, and procedures.
• Ability to prepare clear and concise report.
• Ability to speak and write effectively.
• Ability to exercise good judgement and make decisions.
• Ability to establish and maintain effective working relationships with associates and the general public.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk, and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include near distance, far distance, color, peripheral vision, and depth perception.

WORK ENVIRONMENT

Work is primarily sedentary in nature and performed in an office environment. The noise level in the work environment is usually moderate. Some jobs may require an employee to be exposed to outside weather conditions, wet and/or humid conditions.

Equal Employment Opportunity Statement

The City of Pensacola provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.